About making FOI applications
What sort of information can I ask for?
You can ask for any kind of personal or non-personal information. Personal information includes your academic records, health, welfare and superannuation records, and examination and training records. Non-personal information includes policy and procedure documents, research materials, instruction and procedure manuals, and management records. Information can be in the form of certificates, files, computer printouts, maps, films, photographs, tape recordings and video recordings.
Making an FOI request:
All applications must be made in writing and be accompanied by the correct fee. (see below) Provide a contact telephone or facsimile number or e-mail address so that you can be contacted if necessary. Provide as much information as possible and identify as clearly as possible the document you wish to see. If you have file reference numbers or specific dates, provide those.
What will the University do when it receives my request?
We have a responsibility to deal with your request as soon as possible. You will be contacted if any difficulties arise. We will advise you in writing within 21 days that the information is available, or if your request has been deferred or refused. This period may be extended by a further 14 days if special circumstances apply, such as the need to consult with a third party.
How will I receive the Information that I have requested?
If the information you request is in hard copy format, we will either let you know when and where you can see the document or provide you with a copy. If you have asked for access to information that is not in written form, such as video tapes, sound recordings or photographs, or computerised data, arrangements will be made for you to hear or view the material.
How much will it cost me to make a request for Information?
The Freedom of Information (Fees and Charges Order) 1989 enabled the University to set FOI fees within a range. Currently the application fee for documents concerning the applicant's personal affairs is $20. Reductions of 50% are available in some circumstances. Please contact the FOI Coordinator for more information. The application fee for personal affairs documents includes 20 hours processing time. Anything beyond this will be charged at $30 per hour if no reduction is applicable. Applications for documents which do not concern the applicant's personal affairs attract a $30 application fee and an hourly processing charge of $30, assuming no reduction in fees. There is NO free time included in the application fee for non-personal applications. Processing fees cover time for locating the information, decision-making, consultation where necessary and any photocopying.
Can the University refuse to give me the Information I request?
Yes. A request for information may be refused: If the document is exempt; If it would unreasonably divert the University's resources from its normal functions. (However, before refusing a request, the agency must offer to help to amend the application so that work may be carried out without disruption); and If the University believes you may be seriously affected by personally accessing information relating to your physical or mental health. (You can ask that your medical doctor looks at the information and tells you about it.) If the University fails to advise you of the result of your application within the allowable time period then you can consider your application for access has been refused. If you request is deferred or refused, you must be advised of the reasons. You have a right to appeal against most of these decisions. (See "Internal review" for further information).
What if I consider the University's documents about me to be wrong?
The Act gives individuals the right to apply for amendment of documents if they consider them to be incomplete, incorrect, out of date or misleading. The process set out in the Act is similar to the way applictions for access are dealt with. For further information contact the FOI officers at the University.